One of the best ways of project planning involves a two or three hour session with all the key people present, using two colors of post-it notes and a white board to map out what needs to be done, when and by whom. This could be referred to as a Work Breakdown Schedule (WBS).  Simple, but effective.

The process should run something like this:

1. Using one color of post-it notes, write down all the milestones that you need to achieve on the way to the project outcome, and number them in chronological order. Stick them all down the left-hand side of the board.
2. For each milestone, identify any others that need to be achieved first, before that one can be either started or finished (dependent on) and write them on the post-it note for that milestone.
3. On a different color of post-it notes, identify all the tasks that need to be done to achieve each milestone.

Use common sense to decide what level of detail you want to work at. For example, if your overarching project is a recruitment exercise, you will want to spell out each step, from preparing job descriptions, through advertising, sifting, interviewing, carrying out checks, and offering the job. For a much larger project, you might include a task to ‘recruit project administrator’.

1. For each task, identify which milestones they feed and write the milestone number on the post-it for the task. Write the feeder tasks on the post-it for each milestone.
2. Identify how long each task is going to take and write it on the task post-it.
3. Identify what resources you need to achieve each task and write it on the post-it.

At this point, you may find that you have too much information for the post-it notes. If so, either add others in different colors for duration and resources or continue with a second for each task and/or milestone.

1. Identify any time constraints on any milestones or tasks, such as ‘must be completed before the end of the financial year’. Write them on the post-it.
2. Make a calendar on the white board, setting out the duration of the project, period by period.
3. Place all the milestones and tasks that have a time constraint in the right place on the calendar.
4. Now place all the other milestones and tasks that are linked to those with a time constraint and draw arrows between them to show which order they need to be completed. Make sure that you have left enough time for each task to be completed according to your estimate.
5. If you have any milestones or tasks left, place those at a suitable point.
6. You should now be able to see the ‘critical path’, the process that determines how long your project will take.
7. Use a whiteboard pen to mark on potential ‘slack’, that is, where tasks can slip a little without affecting the critical path.
8. Finally, look at what resources you will need in any given period. If you need additional resources, make sure that you have given yourself time and money to acquire them.

You now have a simple Gantt chart and project plan!